Quickbooks Live Link(qbXML) Import/Export Tutorial
This tutorial is based on the sample data in ERPlite and the Quickbooks sample products based company file. We recommend that you do this tutorial with these two sample datafiles before trying it on a copy of your datafiles.
Using the QB livelink is slightly different in ERPlite and ERPlitePRO.
1.1 Export from ERPlite to QB
This tutorial will guide you through the process of how to Export Bills and Invoices from ERPlite to Quickbooks
NB: what about the other way: ERPlite to QB. Some accounts may not get setup correctly.
Open the Quickbooks Synchronization Switchboard (ERPlite Switchboard à Quickbooks/Peachtree à Quickbooks Live Link (XML) )
Click on the the Tax Items button to import the Tax Items from Quickbooks.
Click on “Synchronize”. Once it’s done, click on the Exit button. The following report lists the result of the transfer (in this case all tax codes have been “added” to the taxcode table in ERPlite.
ERPlite has sample Chart of Accounts data in its sample data file
After importing the Chart of Accounts from the Quickbooks.sample product based datafile , an additional 90 accounts are added to the Chart of Accounts in ERPlite..
The default accounts for various transactions in ERPlite are based on the above accounts from the Quickbooks sample datafile. You will probably want to change the default accounts if your accounts differ from this sample Quickbooks file after finishing this tutorial.
Import Chart of Accounts, Items, Customers, Employees, Vendors, Inventory Count in the same way as the tax code above..
Imported items from Quickbooks ….
have the Quickbooks ItemType (eg non-inventory item) and accounts (income account = 4200 Materials, Expense Account = 7420 – Job Materials).
A non-inventory item created in ERPlite, will have the default accounts as shown below:
Following is a Inventory Item imported from Quickbooks….
Inventory Items created in ERPlite….
1.2 Create Purchase Order
In the Purchase Order form, create a purchase order and then release it.
In ERPlite PRO, QB Itemtype is displayed after the item is pickecd. The assigned Accounts from the Chart of Accounts (sometimes called the General Ledger account) was preselected the itemmaster. If the GL Account is not picked, this will cause some errors when trying to export bills to QuickBooks. If this happens, you must correct it in the ItemMaster (ERPlite Switchboard à ItemMaster/BOMs à ItemMaster). Make sure that the part has an appropriate account chosen , that already exists in Quickbooks.
Note that the computed Sales Tax ($35) , shown in this PO, is not transferred to QB, unless entered as an expense line item (per QB normal practice).
The sales tax (and shipping charges) can be added manually to the Bill in QB (see later example).
Then go to Purchase Order Receiving and receive the entire order (partials receipts can be done as well, but more on that later).
Go to the Quickbooks Synchronization Dashboard again and transfer Items (because the item in this bill above is from the ERPlite sample data and not yet in QB) and Bills.
ERPLite cannot modify an item already in QB. Thus, QB’s rejects the attempt to modify. QB may reject an item transfer for other reasons, but more on that topic later.
ERPlite
does not currently handle Groups or Assemblies as such, but will in a
future release. Thus, parent and child items imported into ERPlite will
be duplicated in Quickbooks when transferred back to Quickbooks as non-group/assembly
items, because QB sees them as different parts than those with the same
name in a Group/Assembly.
Note that the selected accounts and tax code are transferred for new items
transferred to QB…
1.3 Export Bill (PO) to Quickbooks
Export the Bill to Quickbooks, You should get a confirmation that it was successfully imported:
Now, we examine the Bill that is now in Quickbooks:
add the sales tax manually (you can add shipping charges the same way)…
2.0 Invoices
2.1 Create Sales Order
In the Sales Order form, create a Sales Order and then release it.
Pick an Accounts Receivable account that exists in QB (or QB will reject the transfer).
Then go to Shipping and Ship the entire order .
Note: partial shipment invoices can be transferred to QB as well.
2.2 Export Invoice (SO) to Quickbooks
Go to the Quickbooks Synchronization Dashboard again and click on “Invoice” in the Export section.
Export the Invoice to Quickbooks, you should get a confirmation that it was successfully imported:
Now, we examine the Invoice that is now in Quickbooks:
The ERPlite SO1229 is listed in the memo box at the bottom of the invoice. QB assigns its own Invoice # (92). Thus, the memo box recording of SO1229 facilitates tracking of SO’s in ERPlite with Invoice numbers in QB.
Note
that ERPlite did not transfer the Tax, because QB knows to add the
7.75% tax.
Shipping charges (if not added as a line item in ERPlite) can be manually
added in QB as shown below:
3.0 Possible Export Errors and How to Check for
Them
When you export bills and invoices, a file is generated that contains details of the export. These files are called “ResponseXMLFile_xxxxx.txt” where “xxxx” = BillAdd, ItemAdd, etc….
To find these files : Switchboard > QB/Peachtree > QB transfer logs.
For example, a PO that was attempted to be exported to QB as a Bill was rejected. To find out the problem, we look at the ResponseXMLFile_BillAdd.txt:
“"<?xml version=""1.0"" ?>
<QBXML>
<QBXMLMsgsRs>
<BillAddRs requestID=""1"" statusCode=""3140"" statusSeverity=""Error"" statusMessage=""There is an invalid reference to QuickBooks Account "" in the Bill. "" />
</QBXMLMsgsRs>
</QBXML>”
‘statusSeverity=””Error””’ tells us that there was an error with the import.
‘statusMessage=””….. ””’ tells us what caused the error.
This particular error:
“There is an invalid reference to QuickBooks Account "" in the Bill.” means that you need to set the Account of the item in the bill that you are trying to Export. You can do this by going to the ItemMaster and setting the appropriate account to match the account used in QB..